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Integration: fundraising and finance

Dan Barney. Integration: fundraising and finance. Overview. Environmental Scan Levels of Integration Keys to Success. Environmental Scan. Too Frequently Motivations to Integrate. Too Frequently…. “Every effort has been made to include all donors…” - The phone call - The lost donor

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Integration: fundraising and finance

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  1. Dan Barney Integration:fundraising and finance

  2. Overview Environmental Scan Levels of Integration Keys to Success

  3. Environmental Scan Too Frequently Motivations to Integrate

  4. Too Frequently… • “Every effort has been made to include all donors…”- The phone call - The lost donor • The Board Meeting Snafu • The Unanswerable Questions • Inefficient Process – Multiple Copies, Multiple Entries, Human Error

  5. Motivations to Integrate • Efficiency • Time Savings • Data Integrity • Donor Stewardship • Accountability • Peace of Mind • Everybody is Talking About It

  6. Levels of Integration None Annual Scramble Periodic Reconciliation Subsidiary Ledger Electronic Integration

  7. Levels of Integration: None Finance Development

  8. Levels of Integration: Annual Scramble

  9. Levels of Integration: Periodic Reconciliation • Generate a report of charitable giving from Accounting from the 1st of the month to the last day of the month – sort in chronological order. Include name, gift amount, check number, and general ledger. • Generate a report from Raiser’s Edge of all gifts received from the 1st of the month to the last day of the month – sort in chronological order. Include name, gift amount, check number, and fund description. • Cross reference the two reports to ensure that all gifts are entered into each system with the same date, for the same donor and for the same purpose (general ledger/fund).

  10. Levels of Integration: Subsidiary Ledger • Remains Manual • Raiser’s Edge is the Control using Gift Entry Validation Report and Batch Reporting • Development is First Point of Entry • Coding Aligns (Sample of MIP Integration): - RE Campaign = GL Fund - RE Fund = Program- RE Constituent Code = GL Account #- RE Gift Attribute = Department- RE Gift Attribute = Location- RE Gift Attribute = Restriction- RE Gift Attribute = Commitment? • Reconciliation is Weekly on Detail and Monthly on Summary by All Configurations

  11. Levels of Integration: Electronic Integration-Financial Edge • Setup interface on the Configuration page in The Raiser's Edge. • Add Gifts to The Raiser’s Edge - The GL post status is Not Posted- A value should be entered in the GL post date field (deposit date for cash or cash equivalents)- The batch is committed to add the gifts to the constituent records. • Post Gifts to General Ledger in Administration creating an open Journal Entry batch in The Financial Edge. • On the Journal Entry page in Financial Edge, the journal entry batch is reviewed and posted.

  12. Levels of Integration: Electronic Integration-MIP

  13. Levels of Integration: Electronic Integration-Other • Define Transactions to be Integrated • Generate RE Control Report • Export Data from RE • Prepare Date for Import • Import Data into Accounting Package • Review Transactions in Accounting • Generate Accounting Control Report • Reconcile RE and Accounting Data • Post in Both Systems if Reconciled

  14. Keys to Success Requirements Bridging the Gap Transactional Anomalies Definitions When/How to Integrate Possible Results (Be Realistic) Maintaining Development Reporting Integrity

  15. Requirements • Finance Must Embrace • Development Must Be Empathetic • Leadership Must Empower • Consensus on Level of Integration • Disparity Must Be Finite and Explainable • Codes in Systems Must Coincide • Continuous Communication – Changes Cannot Be Made in a Vacuum

  16. Bridging the Gap • Cash versus Accrual • Donor Relations versus GAAP • Subjective versus Objective

  17. Transactional Anomalies • Gifts in Kind: Entered in RE may not be entered in Accounting. • Pledges: Entered in RE but may not be tracked in Accounting unless considered receivables (proof of pledge – magnitude of pledge) • Matching Gifts: Show as pledges in RE but may not be tracked in Accounting unless treated as receivables.

  18. Definitions • ReceivablesUnconditional Promises to Pay • CommitmentsWill pay “if”… • Year-End Close • Current Year Revenue • Accruing Year-End Receivables (Fee for Service Contracts)

  19. When/How to Integrate Establish Consensus Create Testing Environments Make Resources Available Designate Project Lead(s) Determine Unique Transactions for Test Establish Controls (Reports/Reconciliations) Embrace Healthy Conversation Test, Test, Test Go Live With Goal of Continuous Improvement Communicate

  20. Possible Results • Increased Efficiency • Time Savings • Improved Data Integrity • Donor Stewardship • Accountability • Territorialism • Posturing • Debate, Discussion, Compromise

  21. Maintaining Reporting Integrity Utilize Queries for Finance Reconciliation Continue Tracking Gifts-in-Kind, Matching Gifts and Soft/Small Pledges Tailor Coding to Match Finance Use Gift Attributes to Capture Discrepancies

  22. Dan Barney Barney & Associates dan@barneyacs.com www.barneyacs.com 216.338.6072

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